A minute-by-minute timeline of an event listing every activity, responsible party, and technical cue.
A run sheet is the central document every event coordinator works from on the day. It lists every activity from load-in through to bump-out, with start times, durations, owners, and technical cues. Run sheets are typically distributed to all staff, vendors, and key stakeholders so everyone knows exactly what is happening and who is responsible at each moment. A well-built run sheet prevents communication breakdowns and allows the team to recover quickly if something runs over time.
Run of Show
The master document detailing every segment of a live event in sequence, including durations, cues, and owners.
Call Time
The designated time when staff, performers, or vendors must arrive at an event venue.
Production Schedule
A macro-level timeline covering all phases of an event — from venue access through setup, the event itself, and bump-out.
Day-of Timeline
A simplified version of the run sheet for clients or speakers showing when things happen without technical detail.
Event Brief
A written document given to vendors and suppliers summarising the event's objectives, audience, format, budget, and logistics.
Event Proposal
A formal document presented to a client outlining the event concept, timeline, costings, and terms.